EPA Records Schedule 259

Status: (to be superseded) Final, 03/30/2007

Title: Ombudsman and Citizen Complaint Files

Program: All Programs

Applicability: Agency-wide

Function: 301-092 - Program Evaluation

NARA Disposal Authority:

This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.

N1-412-07-1/11

Description:

Consists of copies of requests for information or assistance with complaints or problems arising from EPA regulations or "whistle-blower" information on regulatory infractions or issues. Documents include phone notes, referrals, letters, copies of case log forms, action notes, or other related records.

Disposition Instructions:

Item a: Completed cases

Includes all actions taken to resolve the problem, the person(s) notified, and all completed items on the Ombudsman log sheets.

Disposable

Close inactive records when case completed.

Destroy 1 year after file closure.

Item b: Cases requiring additional information

Includes cases where additional information is requested to respond but not received.

Disposable

Close inactive records 30 days after request for additional information.

Destroy 1 year after file closure.

Guidance:

The official record is maintained by the Ombudsman office or the office performing the ombudsman function. All other public inquiry records and responses held by other offices are scheduled as EPA 309, except those governed by the Freedom of Information Act covered by EPA 030 for FOIA request files.

Ombudsman referrals to specific site or facility records are to be filed in the community relations files specific to the site or facility (e.g., EPA 014 for Superfund site-specific remedial sites) and are covered by the disposition instructions for those records.

Reasons for Disposition:

Disposition instructions were rewritten as media neutral to allow for maintaining the record copy in EPA's electronic recordkeeping system. The retention is unchanged.